The practice of notary services dates back to ancient Egypt. During this time, ancient Egyptians used scribes to record history, playing an important role in official proclamation and tax records. Today, notaries help deter fraud acts by following specific guidelines when performing notarial acts or notarizations. As a Notary Public, you serve the people as an impartial witness of the signing of important documents.

In addition to serving the people in your state, many Notary Publics also run their own small business. As a small business owner, an invoice is an incredibly important document for your business. Keep reading to learn how to make and issue a professional notary invoice for your small business.

How Do Notaries Invoice Customers for Service?

When people need a witness to sign property deeds, wills, power of attorney, and other important documents, they turn to a notary. Once this service is complete, you'll want to make sure you are compensated for your time, which is when a professional invoice comes into the picture.

Invoices are sent from the notary to the customer. Invoices show an itemized list of the transaction, which helps maintain accurate bookkeeping. As a notary business, invoicing is essential not only for tax purposes but also in helping you get paid quickly.

Unlike bills, invoices are best for businesses that need to explain the full cost of their service. For example, as a notary, you will charge a notary fee as well as additional costs depending on the type of notary services you provide.

Rest easy as invoicing makes sure you will get paid for completing the services. Yet, it can impact your cash flow and profits. When small businesses struggle, it is often due to cash flow issues when business owners cannot cover their expenses. Simply put, when small businesses suffer it is often not because of lack of business but because they are not getting paid on time.

Increase your chances of getting paid in a timely manner by:

  • Creating accurate invoices
  • Sending invoices as soon as possible
  • Simplifying your invoice management practices
  • Providing customers with payment methods that are convenient

Free Notary Service Invoice Template

Creating an invoice every time you complete a service can be difficult if you start from scratch each time. Using an invoice form is a convenient and time-friendly option for your notary business. Skynova's free invoice template streamlines invoicing, allowing you to create a more simple and detailed invoice, depending on your needs.

Here are the details you'll want to add to every invoice:

  • Name and contact information: You will need to include basic information about your notary business in your fillable invoice form. This should include the business name, address, phone number, email, and business website. Ensure that the details you provide in this section are recognizable to the customer so they know it's a legitimate invoice from your notary business.
  • Customer's name and contact information: After adding in your company name and contact information, you'll want to do the same for the customer.
  • Invoice number: All invoices should have a unique invoice number attached to them. Creating an invoice numbering system is essential, as it helps you avoid skipping numbers in the sequence as well as accidentally reusing any numbers. Skynova's invoicing template consistently numbers your invoices, avoiding any confusion with inaccurate numbering.
  • Invoice Due Date: After you've added the invoice number, add the deadline for the payment. In this step, make sure to add the date when the invoice was created and sent and the date the payment is due. Typically, payment due dates are within 30 days of the invoice date.
  • Itemized list: Next, include an itemized list of services provided. In this section, you will want to list the type of notary service you provided (i.e., administering oaths or affirmations, certifying the contents of a safe deposit box, verifying a vehicle identification number, solemnizing marriages, etc.).
  • Subtotal: All invoices should include the subtotal of all expenses the customer owes. When using Skynova's invoice template, simply add in the unit price and quantity. Once you have added in this information, the amount will automatically be generated. Each time a new amount is added to the invoice, the subtotal will automatically update.
  • Notes: At the end of every invoice form is the option to add notes. In this section, add additional information related to the services you provided, including the types of payment methods your business accepts, a personalized "thank-you" note, or an explanation of a particular expense.

How to Create a Custom Notary Service Invoice

The invoice form allows you to complete an invoice in minutes. This is a relatively basic form that you can personalize to fit your notary business's needs. To create a professional notary invoice, simply click "Show Customization Options" to get started. From there, you can add a logo, P.O. number, and/or sales tax.

  • Custom Logo: Adding a logo to the notary invoice template is essential in establishing your personal brand. If you have a company logo, add it to the invoice.
  • Purchase Order Number: Adding a purchase order number to your invoice is optional but is often helpful in accounting for both you and the customer.
  • Sales Tax: Ensure you're on top of tax obligations by adding sales tax to all of your invoices.

Tips for Creating a Notary Service Invoice

Aside from helping you get paid in time, creating an accurate invoice is important for professionalism. Here are some tips for creating a notary invoice:

  • Include detailed payment instructions: In the notes section, include details regarding payment. This information should include acceptable payment methods and explain the customer's financial obligations to the notary business. For example, it would be wise to reiterate how much time customers have until the due date.
  • Add descriptions to line items: The invoice template allows you to provide as little or as much details as you would like. However, adding details about the services you provided will help prevent any confusion, avoiding customer inquiries. For example, a commonly used notary form, like an oath, affidavit, or certificate, should include more than just the individual's full name making the statement. Instead, a detailed description, the date of signing, etc., are desirable elements to avoid confusion in the future.
  • Create a clear and concise invoice: Although adding details to your invoice is important, there is a limit. As a notary business, you will want to find the limit that allows you to accurately explain services without going overboard. Additionally, try to avoid unnecessary design elements, as they could be distracting to some customers.
  • Add a personalized note: Writing a thank-you note is a simple step you can take to leave a lasting, great impression on customers. As a result, providing a friendly service will increase more business chances down the line as customers refer you to friends and family.

Streamline Invoicing With Skynova's Free Invoice Template

Our free notary invoice template allows your notary business to create an invoice in just a matter of minutes. We've created our free invoice template to help simplify the invoice process for small business owners like you. Paired with our accounting software, you can start tracking your business income, expenses, sales tax, and payments.

First off, start a free trial and begin invoicing. In seconds, you'll see how easy invoicing can be with the right support. Then, you'll be able to view financial reports, which allow you to see a total list of your expenses, income statement, balance sheet, and cash flow statement. Our templates will pass your criteria with flying colors and do nothing but bolster our relationship.

Need to send a receipt once you've received payment? No worries. Create a receipt in seconds with our free, printable receipt template.

Notice to the Reader

The content within this article is meant to be used as general guidelines for invoicing and may not apply to your specific notary situation. Always consult with a professional accountant to ensure you're meeting accounting standards.